Safer Recruitment Files That Pass Inspection

Recruitment evidence is often the first place inspectors look when judging how well-led a practice is. Building files around the hiring journey keeps everything easy to follow and shows that staff and patients are protected.

Follow the hiring journey

1. Vacancy planning: Record job descriptions, risk assessments, approval emails, and advert copy.
2. Selection: File shortlisting matrices, interview questions, notes, and decision rationale signed by panel members.
3. Pre employment checks: Store DBS certificates, references, professional registration, right to work evidence, and occupational health clearance.
4. Onboarding: Include induction checklists, mandatory training plans, probation objectives, and role specific supervision arrangements.
5. Ongoing assurance: Add appraisal summaries, revalidation checks, DBS updates, and records of mandatory refresher training.

Keep files easy to review

• Use a standard folder structure or binder tabs for each stage so reviewers never hunt for documents.
• Place a cover sheet at the front listing key dates, outstanding actions, and responsible officers.
• Store sensitive personal information in secure folders with restricted access, referencing it from the cover sheet.

Maintain quality over time

• Audit at least two recruitment files each quarter using a checklist that mirrors CQC Regulation 19 requirements.
• Track expiry dates for professional registrations, visas, and DBS checks with automated reminders where possible.
• Capture lessons learned from recruitment incidents and update templates or guidance accordingly.

Evidence smartly

• Reference centrally stored documents rather than duplicating them, noting the location and owner.
• Write concise summary notes explaining why exceptions were accepted and who approved them.
• Keep records of training delivered to panel members covering equality, diversity, and inclusive interviewing.

Take the next step

Review the most recent recruitment file, log any gaps, and set deadlines to close them. Use the findings to introduce premium policy packs, checklist suites, and training modules that can standardise recruitment across larger teams.

Disclaimer

This guidance is for general information. It is not a substitute for legal, clinical, or specialist advice. Always seek professional support tailored to your practice.